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#104961 Development Assistant, Health Sciences Advancement

Filing Deadline: Mon 7/13/2020

The effects of the COVID-19 pandemic have impacted UC San Diego Campus hiring. Our Campus will continue to recruit for essential positions and we ask for your understanding and patience with our application process during this unprecedented time. For more information regarding steps we are taking to keep applicants and staff safe during this time, please click here.

UCSD Layoff from Career Appointment: Apply by 7/2/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 7/13/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego employees will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

DESCRIPTION

The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: calendar support; handling a large volume of mail indiscriminately; assisting with the preparation, research and gathering of materials and information for meetings and events; and drafting, editing, and proofreading correspondence, briefings and reports for senior university officials.

The incumbent will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned.

The incumbent is also responsible for project support in a wide range of areas including: resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. The incumbent will interact with all levels of the organization, including: campus executive administration, faculty, other offices throughout the campus, and Advancement. The incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work.

  • Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings.

QUALIFICATIONS

  • Proven experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs.

  • Strong administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgement, independent thought, and precise attention to detail with high level of professionalism and service.

  • Demonstrated experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.

  • Proven knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.

  • Demonstrated writing, composition, spelling, and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

  • Proficient in the use of software applications necessary in administrative work, including databases to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs.

  • Expertise with PC based computer software and proven ability to operate office equipment proficiently, including copiers, scanners, and fax machines. Ability to implement new systems to increase productivity, using email, word processing, spreadsheet, and calendar applications.

  • Strong problem solving skills to find appropriate solutions to operational and administrative problems, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.

  • Excellent interpersonal and written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.

  • Strong ability to communicate clearly and effectively in person and on telephone, in a positive manner to diverse and demanding group of people including: major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators.

  • Proven organizational skills. Ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times.

  • High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Ability to maintain confidentiality in all matters, including those related to sensitive donor relations.

SPECIAL CONDITIONS

  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Must have access to reliable transportation and a valid CA driver's license to travel and transport materials to multiple work sites, including meetings and events on and off campus and within San Diego County.

  • Must be able to transport events supplies and materials from vehicle to event site using a cart or other means.


The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UCSD
Payroll Title:
BLANK AST 3
Department:
Health Sciences Advancement
Hiring Salary Range
$23.96 - $25.62/Hour
Worksite:
Other
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri